procedures for hiring postdoctoral fellows postdoctoral fellows office office of the graduate school...

Procedures for Hiring Postdoctoral Fellows

Postdoctoral Fellows OfficeOffice of the Graduate School

Temple University

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Graduate School Participants

Zebulon Kendrick, Ph.D.• Vice Provost• [email protected]• 215-204-8526

Nina Marie Campellone• Project Manager, Postdoctoral Fellows Office• [email protected]• 215-204-6587

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International Student andScholar Services Participants Martyn J. Miller, Ph.D.

• Senior Director• [email protected]

• 215-204-7708

Joan McGinley• Assistant Director• [email protected]• 215-204-7708

Sharon Loughran• Immigration Services Specialist• [email protected]• 215-204-7708

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Human Resources Participants

Kathleen Nogami• Director, Payroll Management• [email protected]• 215-204-2231

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Definition of “Postdoctoral Fellow”

Completed all degree requirements to earn a Ph.D., M.D., D.O., D.D.S., D.V.M., O.D., Pharm.D., D.P.M., Sc.D., D.Eng., D.S.N., or equivalent doctoral degree from an accredited domestic or approved foreign institution of higher education.

Associated with Temple University to obtain advanced research skills under the supervision of one or more members of the University faculty.

Gains research training experiences to prepare the individual for permanent employment in an academic or research position.

Holds the temporary position of Research and Teaching Postdoctoral Fellow (effective 10-2008).

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Doctoral Degrees Defined

Ph.D. (Doctor of Philosophy) – terminal degree in most academic fields of study in many countries

M.D. (Doctor of Medicine) – first professional degree for physicians in the United States

D.O. (Doctor of Osteopathic Medicine) – professional doctoral degree for physicians in the United States• Holders of the D.O. degree are known as osteopathic physicians and

have the same rights and privileges as M.D.s. D.O.s study the same curriculum as M.D.s, with the addition of osteopathic manipulative medicine techniques.

• D.O.s are licensed in all 50 states to practice the full scope of medicine and surgery, including family medicine, internal medicine, pediatrics, OB/GYN, and emergency medicine, and medical specialties such as psychiatry and neurosurgery.

• D.O.s and M.D.s receive the same license, practice medicine in the same way, and share the same medical rights and privileges.

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Doctoral Degrees Defined (cont’d)

D.D.S. (Doctor of Dental Surgery) – first professional degree for dentists

D.V.M. (Doctor of Veterinary Medicine) – first professional degree for those who treat animals

O.D. (Doctor of Optometry) – first professional degree for those concerned with the eyes and their functions, including vision, vision information processing, and the diagnosis and treatment of diseases of the eye, such as infections and glaucoma

Pharm.D. (Doctor of Pharmacy) – first professional degree and a prerequisite for licensing to exercise the profession of pharmacist

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Doctoral Degrees Defined (cont’d)

D.P.M. (Doctor of Podiatric Medicine) – first professional degree for those physicians who diagnose and treat disorders of the foot, ankle, and lower leg

Sc.D. (Doctor of Sciences) – academic research degree awarded in recognition of substantial and sustained contribution to scientific knowledge; also abbreviated Sc.D., D.Sc., S.D., or Dr.Sc.

D.Eng. (Doctor of Engineering) – terminal research doctorate in engineering or applied science in most countries; also abbreviated D.Eng., D.Engr., Eng.D., Dr.Eng., or Dr.-Ing.

D.S.N. (Doctor of Nursing Sciences) – terminal doctoral-level degree in nursing; also abbreviated D.N.Sc. or D.N.S. • Has transitioned into the Ph.D., which is generally considered the

academic and research-oriented degree in nursing.• Complemented by the D.N.P. (Doctor of Nursing Practice), which is

the practice-oriented or terminal professional degree.

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Criteria for Appointment

Candidate completed the doctoral degree in an appropriate field relatively recently, typically within the past five years.

Appointment involves primarily research and scholarship.

Appointment is generally viewed as preparatory for an academic and/or research career.

Appointee works under the supervision of one or more members of the University’s faculty.

Appointment is finite in length, with a limit of five years as a postdoctoral fellow at Temple University.

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Types of Appointment

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Title Compensation Source

Initial Recipient of Funds

Fringe Benefits

Role at Temple

U

More Information

Trainee Training grant or fellowship awarded by an external agency

Postdoctoral Fellow directly

Yes Student Terms of grant award prohibit compensated work to supplement the stipend

Research Associate I

External funds Faculty mentor/PI or unit of

the University

Yes Employee Funds earmarked for conducting research

Research Associate II

External agency, as approved by Graduate School

Individual directly

No Not an employee

Individual not eligible for an H1-B visa

Term of Appointment

New appointments are typically made for one year and are renewable annually.

Appointment cannot be made unless the faculty mentor(s), department, and school/college have received a legally binding commitment to provide funding to support the individual for the proposed term. Evidence of the commitment includes a signed contract or award letter from the granting agency.

Reappointment, which is in the University’s sole discretion, is contingent on the individual’s record of achievement and for the purpose of continued career advancement.

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Term of Appointment (cont’d)

Multi-year appointments are permissible, provided adequate funding is available and performance is reviewed annually.

The postdoctoral fellow must provide a transcript and/or diploma certifying receipt of the doctoral degree. Candidates who have completed all requirements for the advanced degree, but have not yet received the degree, must provide documentation certifying that all requirements for the degree have been completed.

Total time spent by an individual as a postdoctoral fellow shall not normally exceed five years. 12

Termination of Appointment

If the postdoctoral fellow is not performing up to standard, the faculty mentor/PI must take the following steps prior to termination:• Provide the postdoctoral fellow with a list of goals and objectives

for the research project or scholarly work.• Discuss concerns regarding the postdoctoral fellow’s progress

and performance during regularly scheduled meetings.• Reassess the postdoctoral fellow’s performance on the research

project or scholarly work.• Inform in writing the postdoctoral fellow who continues to fall

below expectations that s/he has a minimum of 30 days from the date of the letter to improve and meet performance expectations.

Multi-year appointments may be dissolved if compelling factors require termination. In the event of termination, the postdoctoral fellow must be given three months’ notice in writing.

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Departmental Termination of Postdoctoral Fellows If the postdoctoral fellow chooses to resign from

the appointment, the business manager obtains:• A letter of resignation from the postdoctoral fellow• Time/leave balance information• An address for forwarding mail

If the faculty mentor/PI decides to not renew the appointment, the business manager acquires:• An email/letter from the faculty mentor/PI stating that

the appointment will not be renewed and on what date the appointment will end

• A “Successful Completion of Training Letter” from the faculty mentor/PI

• Time/leave balance information• An address for forwarding mail

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Departmental Termination of Postdoctoral Fellows (cont’d)

The business manager emails the termination documents to:• Felisha Brown, Administration Specialist, HR Labor Relations

[email protected] 215-926-2298

• Nina Marie Campellone , Project Manager, Postdoctoral Fellows Office [email protected] 215-204-6587

• Faculty mentor/PI• Department Administrator(s)

For international employees, the business manager also emails the termination documents to the Office of International Student and Scholar Services:• Sharon Loughran, Immigration Services Specialist


or • Joan McGinley, Assistant Director


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Postdoctoral Fellow Account Codes Two account codes are used for

Postdoctoral Fellows:• 6580, which requires entry of “REG” in the “ERN TYPE”

field of the postgraduate requisition.• 6305, which requires entry of “FED” in the “ERN TYPE”

field of the postgraduate requisition. Training grant documentation should be attached to

the paperwork.

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Postdoctoral Fellow Benefits

Benefits eligibility begins on the first day of full-time employment.• It can take 3-4 weeks to receive insurance cards.• Temporary cards can be printed at ibxpress.com to show proof of

insurance. Two options are provided for health insurance:

• Personal Choice/Caremark CVS Prescription PPO (Preferred Provider Organization), which allows freedom of choice to identify your own doctors and hospitals. One need not enroll with a primary care physician nor obtain referrals for special services. Single coverage costs $125.53* per month. Family coverage costs $333.66* per month.

• Keystone Health Plan/Caremark CVS Prescription HMO (Health Maintenance Organization), which requires selection of a primary care physician, who must perform all medical services or authorize special services with a written referral. Single coverage costs $114.09* per month. Family coverage costs $302.99* per month.

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* Prices subject to change annually in July

Postdoctoral Fellow Benefits (cont’d)

Dental insurance is provided by Aetna Dental.• Single coverage costs $7.06* per month.• Family coverage costs $21.33* per month.

Vision benefits include vision evaluation and provision of eyeglasses once every two years by the Temple University Department of Ophthalmology. The eye exam is at no cost to the employee and her/his dependents.

Two weeks’ paid vacation is accrued over the course of the first year of employment.

Up to ten sick days are accrued per year and can be carried over from year to year.

Participation in a tax-deferred defined contribution pension plan is offered with 100% of allowable contributions made by the postdoctoral fellow.

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* Prices subject to change annually in July

Postdoctoral Fellow Benefits (cont’d)

Other benefits include:• University ID card• Email account provided by the University• Access to University recreational facilities at the same

cost as persons of similar status, i.e., student or employee

• Access to parking at the rate of persons of similar status, i.e., student or employee

• Opportunity to audit lecture courses without charge, provided prior permission has been obtained from the course instructor and the faculty mentor/PI

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Flow Chart for Hiring aPostdoctoral Fellow Appointment of candidate• International• Domestic

Reappointment of candidate• International• Domestic

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Flow Chart 1: Appointment of International Post-Doc

Business Manager completes requisition with appropriate signatures and PCN; gets approvals; and

forwards appointment letter, requisition, CV,

credentials, job description, Departmental

Documentation of Requirements for

Postdoctoral Fellow and Visiting Research Scholar

Appointments form, transcripts, and copy of

doctoral diploma/certificate to the Postdoctoral Fellows

Office (PFO)

PFO reviews and approves letter and forwards approved letter to Business

Manager

Business Manager mails letter to

Postdoctoral Fellow Candidate

ISSS receives credentials and approval from PFO to process

the visa application

Postdoctoral Fellow

Candidate signs and mails letter

back to PFO

PFO collects and forwards

documents to ISSS, the Business

Manager, and HR

Business Manager receives

documents from PFO

Human Resources receives requisition,

CV, letter, and evaluation

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Flow Chart 2: Appointment of Domestic Post-Doc

Business Manager completes requisition with appropriate signatures and PCN; gets approvals; and

forwards appointment letter, requisition, CV,

credentials, job description, Departmental


Postdoctoral Fellow and Visiting Research Scholar

Appointments form, transcripts, and copy of

doctoral diploma/certificate to the Postdoctoral Fellows

Office (PFO)


Manager



Postdoctoral Fellow


back to PFO


documents to the Business

Manager and HR


documents from PFO



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Flow Chart 3: Reappointment of International Post-Doc

Business Manager completes requisition

with appropriate signatures and updates

PCN; gets approvals; and forwards reappointment

letter, requisition, updated CV, job

description, Departmental


Postdoctoral Fellow and Visiting Research Scholar Appointments form, and progress evaluation to

the Postdoctoral Fellows Office (PFO)


Manager



ISSS receives documents and processes the visa extension

application

Postdoctoral Fellow


back to PFO



Manager and HR


documents from PFO



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Flow Chart 4: Reappointment of Domestic Post-Doc


Manager



Postdoctoral Fellow


back to PFO



Manager and HR


documents from PFO



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Business Manager completes requisition

with appropriate signatures and updates

PCN; gets approvals; and forwards reappointment

letter, requisition, updated CV, job

description, Departmental


Postdoctoral Fellow and Visiting Research Scholar Appointments form, and progress evaluation to

the Postdoctoral Fellows Office (PFO)

Overview of Steps Required to Hire a Postdoctoral Fellow1. Business manager initiates the process.2. Postdoctoral Fellows Office reviews and returns the

paperwork.3. Business manager follows up with postdoctoral fellow

candidate; the Postdoctoral Fellows Office, if international appointment; and ISSS, if international reappointment.

4. Postdoctoral Fellows Office advances paperwork to ISSS, if international appointment.

5. Business manager engages in further follow-up on behalf of and with the postdoctoral fellow candidate.

6. Postdoctoral Fellows Office advances paperwork to Human Resources and sends final copies to departmental budget manager.

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Step 1: Process Initiated byDepartmental Business Manager Completes “Post Graduate (DOC/FELLOW) Requisition” found at

voyager.adminsvc.temple.edu/EmployeeForms/Forms/HumanResources-banner/PostGradReqFixed.pdf with all necessary approvals and signatures.

Obtains the Position Control Number (PCN) from the Budget Office or Research Accounting Services, as appropriate.

Forwards completed “Post Graduate (DOC/FELLOW) Requisition” to Postdoctoral Fellows Office for processing, along with:• Appointment/reappointment letter• CV or, if reappointment, updated CV• Job description or, if reappointment, updated job description and progress

evaluation• Departmental Documentation of Requirements for Postdoctoral Fellow and

Visiting Research Scholar Appointments form• Transcript or, if a non-U.S. institution was attended, copies of the non-U.S.

transcript• Copy of doctoral diploma/certificate or, if requirements for the doctoral

degree were recently completed, a letter from the dean of the candidate’s school/college or the institution’s registrar confirming completion of the doctorate

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Step 2: Paperwork Reviewed byPostdoctoral Fellows Office Reviews and approves the

appointment/reappointment letter. Returns approved letter to the departmental

business manager.

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Step 3: Follow-Up Undertaken byDepartmental Business Manager Mails appointment/reappointment letter to the

postdoctoral fellow candidate, requesting that the individual sign and return the letter to the Postdoctoral Fellows Office.

Forwards all visa documentation and required fees for visa processing for foreign nationals to:• Postdoctoral Fellows Office, if a new appointment• Office of International Student and Scholar Services, if a

reappointment

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Step 4: Process Advanced byPostdoctoral Fellows Office Forwards copies of all required documents received

to the Office of International Student and Scholar Services, if the postdoctoral fellow candidate is a foreign national.

Confirms that the candidate has met all requirements for the appointment/reappointment so the Office of International Student and Scholar Services can move forward with the visa request.

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Step 5: Further Follow-Up byDepartmental Business Manager Prior to the postdoctoral fellow’s start date, the business

manager schedules the following appointments for the candidate:• Meeting with the Office of International Student and Scholar

Services, if the candidate is a foreign national, upon arrival at the University

• Postdoctoral Fellows Orientation with Nina Marie Campellone, Project Manager, Postdoctoral Fellows Office

• University Orientation with the Department of Human Resources by contacting Kimberly Sakil, Training Coordinator [email protected] 215-926-2218

• Environmental Health and Radiation Safety (EHRS) Training, if applicable, through Kisha Grady, Training Programs Coordinator [email protected] 215-707-7697

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Step 5: Further Follow-Up byDepartmental Business Manager (cont’d)

• Appointment with Employee Health on Temple University’s Main Campus by calling 215-204-2679 to begin the series of Hepatitis B vaccinations or sign the “declination form,” if applicable

• Appointment for Institutional Review Board (IRB) training, if applicable, through the Collaborative Institutional Training Initiative (CITI), which offers modules on protecting human subjects during research Register for training at https://www.citiprogram.org. For more information, visit

www.temple.edu/research/regaffairs/irb/ index.html.• Appointment for Institutional Animal Care and Use

Committee (IACUC) approval when working with animal subjects in any research or teaching activity, if applicable For more information, visit www.temple.edu/research/

login.asp?val=iacuc.31


The business manager ensures that the postdoctoral fellow completes three additional procedures if the candidate will likely come in contact with minors:• Child Abuse Clearance Form, which is found at

www.dpw.state.pa.us/ ucmprd/groups/webcontent/documents/form/s_001762.pdf Postdoctoral fellow mails the completed form directly to the

Department of Public Welfare in Harrisburg along with a $10 money order.

A copy of the completed form is retained by the postdoctoral fellow as proof of submission.

• Pennsylvania State Police Criminal Background Check, which can be accessed at www.temple.edu/grad/pfo/forms.html Postdoctoral fellow signs the completed form and forwards it to the

Department of Human Resources. The HR Generalist assigned to the postdoctoral fellow’s

school/college/department completes the criminal check.

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• FBI Fingerprint Check Postdoctoral fellow registers online at

https://www.pa.cogentid.com/index.htm, where s/he first selects the Department of Public Welfare (DPW) link and then “Register Online.”

Postdoctoral fellow takes the online registration printout to a fingerprinting location along with a valid ID, as identified at the “What to Bring” link on https://www.pa.cogentid.com/index_dpw.htm.

Convenient fingerprinting locations are found at:o Transitional Work Corporation

Land Title Building, 100 South Broad St, 9th Floor, Philadelphia Monday – Friday, 9:00 a.m. to 4:30 p.m.

o UPS Store #3263 1735 Market Street (enter at the corner of North 18th Street and JFK

Boulevard), Philadelphia Monday – Friday, 10:00 a.m. to 4:00 p.m.

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Step 6: Process Concluded byPostdoctoral Fellows Office Forwards “Post Graduate (DOC/FELLOW)

Requisition” and other original documents to Human Resources.

Sends copies of all documents to the departmental business manager.

Forwards all completed documentation to the Benefits and Compensation departments in HR to activate the postdoctoral fellow’s benefits, if required.

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Overview of the Position ControlNumber Individuals appointed as postdoctoral fellows require a

position control number (PCN). The PCN is to be generated or updated prior to forwarding

the completed paperwork to Nina Marie Campellone, Project Manager, Postdoctoral Fellows Office.

The departmental budget manager is responsible for obtaining or updating the PCN.

The PCN must be included on the “Post Graduate (DOC/FELLOW) Requisition,” if the postdoctoral fellow is a new appointment.

If the postdoctoral fellow is a reappointment, the PCN must be updated to reflect the current annual salary.

Every year a postdoctoral fellow is reappointed, her/his salary increases and the PCN must be updated to reflect the current annual salary. PCN’s are updated at the request of the department, not automatically.

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Creating a Position ControlNumber for a New Position The Budget Office creates the PCN for a position that is not

supported by any grant funding. The Research Accounting Services Department in the

Controller’s Office creates the PCN if the position is supported by grant funding.• The departmental budget manager forwards the scanned “Post Graduate

(DOC/FELLOW) Requisition” with appropriate departmental approvals and appointment letter to: Albana Cejne, Assistant Director of Finance

o [email protected] 215-926-2059

• Research Accounting Services creates and updates PCN’s that begin with 24xxxx, 26xxxx, 27xxxx, 29xxxx, 30xxxx, 31xxxx, 33xxxx, 36xxxx, 39xxxx, 40xxxx, 42xxxx, 43xxxx, 44xxxx, 46xxxx, 47xxxx, 49xxxx, and 55xxxx.

• After Research Accounting Services receives, reviews, and approves the documents from the hiring department, all paperwork is returned to the department for handling.

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Locating an Active Position ControlNumber for a Current Position

The departmental budget manager is responsible for supplying the PCN.

The PCN can be obtained by clicking on the “Organization Chart” link on TUportal.

The PCN in the organization chart is the number currently assigned to the postdoctoral fellow who is being replaced, reappointed, or receiving a salary increase.

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Departmental Documentationfor an H-1B Visa Application The “H-1B Temporary Worker Application”

and current instructions are found at www.temple.edu/ isss/international/H-1BApplicationProcess.html.

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Non-Immigrant Worker Status for Trade-NAFTA (TN) Professionals The TN classification was developed as part

of the North American Free Trade Agreement (NAFTA) to facilitate the entry of Canadian and Mexican citizens into the United States for the purpose of engaging in professional business activities.

Current TN instructions can be found at www.temple.edu/isss/international/nafta.html.

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Documents Required of aJ-1 Applicant DS-2019 application, available at

www.temple.edu/ isss/international/documents/JApplication.pdf, completed and signed by both the J-1’s supervisor and department chair

Copy of letter of offer or appointment letter Description of program objective Comprehensive job description Current curriculum vitae or resume Copy of biographical and photo page from

current passport of J-1 applicant and accompanying J-2 dependents 40

Documents Required of aJ-1 Applicant (cont’d)

Copy of all diplomas earned by J-1 applicant

Copies of any immigration documents for a J-1 already in the United States

For extension, proof that the J-1 has extended health insurance through the requested extension period

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Obtaining an OWLcard for Those Paid With Outside Funds Individuals who are paid by outside funding sources are not

employees of the University, are not put into the payroll system, and are not issued an OWLcard.

These non-employees can obtain “Guest Access” when an employee sponsors a request by:• Logging in to TUportal.• Clicking on “Guest Access Request System” under TUapplications.• Completing the requisite information.

For additional information about guest access, visit www.temple.edu/cs/policies/guestaccesspolicy.pdf.

Non-employees who are granted guest access will be assigned a TUid number, which must be reported by the business manager to Nina Marie Campellone, Project Manager, Postdoctoral Fellows Office, and ISSS, if the individual is a foreign national.

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Important Note

Temple University must comply with the rules and regulations for Postdoctoral Fellows set forth by the U.S. Department of State and the U.S. Department of Homeland Security's U.S. Citizenship and Immigration Services (USCIS).

To ensure compliance, the Postdoctoral Fellows Office and, if the affected individual is international, the Office of International Student and Scholar Services (ISSS) must be notified of all changes in the status of Postdoctoral Fellows, including:• Assignment to a new mentor.• Relocation to a different laboratory.• Change in physical location.

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Web Resources

Postdoctoral Fellows Office• http://www.temple.edu/grad/pfo

Office of International Student and Scholar Services• http://www.temple.edu/isss

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procedures for hiring postdoctoral fellows postdoctoral fellows office office of the graduate school...

Documents

doctor of medicine

professional degree

doctor of podiatric

doctor of veterinary

degree requirements

equivalent doctoral

practice medicine

internal medicine